Tenders for Repairs & Maintenance Contracts

Winning repairs and maintenance contracts

There are many different tender opportunities related to repairs and maintenance, and contract opportunities range from frameworks (where you are one of a number of pre-selected suppliers) to direct contracts. Opportunities may also be for a suite of services but this is often broken down into specific lots making the contract viable for SMEs.

Specific sub-categories within repairs and maintenance contracts include:

• Building maintenance
• Housing repairs
• Lift maintenance, servicing and repairs
• Roofing
• Insulation
• Painting and decorating
• Guttering and drains
• Electrical and lighting
• Gas and heating
• Plumbing
• Flooring
• Windows and doors
• Fire safety and prevention
• HVACs and air pumps

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Tender top tips

Top tips for winning repairs and maintenance contracts

1. Ensure you read all of the tender documentation

Download all the documents and read through carefully to get a full understanding of what the buyer, often a local council, is looking for. Do you understand what the contract is asking? Are you able to meet all of the needs of the buyer? If not, can you put steps in place to change this? And importantly, is the contract aligned to where your business is going?

2. Establish if you have all of the documentation required

Buyers need to be assured that your company is reliable, credible and capable of delivering the contract. Typically a buyer would expect to see:

• Financial accounts for the last 2 years
• Insurance certificates including public liability
• Policies including Health and Safety, Quality Assurance, Equality and Diversity, Environmental
• Organisation structure chart
• CHAS, Constructionline, SafeContractor or other specific industry accreditations
• Staff training evidence and accreditations
• Example Risk Assessment Method Statements (RAMS)

Can you provide these? Are they up to date? If you do not have these in place, can you ensure you have these ready for submission?

3. Demonstrate value for money

It is important to be able to demonstrate that you have the processes and experience to implement the contract at a price that provides value. You could show how you have reduced costs for previous customers, or increased efficiencies for others. Being a smaller business, local to the properties, is there an insight that you have that larger companies, further removed from the area may not know that could impact the value you will provide.

4. Provide assurances

Use case studies, testimonials and reviews to help assure the buyer that you are the best placed bidder. Where possible, include facts and figures from where you have successfully delivered similar services to other customers in the past.

5. Supply accurate Management Information

You will need to provide assurance that you can supply accurate management information (MI) to provide additional assurances on the quality of your service. Can you share details of reports you’ve previously provided on meeting Service Level Agreements (SLAs) or Key Performance Indicators (KPIs)? If not, consider starting this with your existing customers now, so you will have the evidence available as soon as possible.

6. Social value

Making a positive impact on the economic, social, and environmental well-being of the local community is a top priority for buyers in the public sector, it's therefore essential to highlight the value your business can deliver in these areas. While keeping the tender value in mind, focus on what you can bring to the table: local job creation, apprenticeship opportunities, volunteering initiatives, support for nearby businesses, and commitments to sustainability and environmental responsibility. Consider what unique advantages you offer as a local SME compared to larger businesses.